Finance and Admin Assistant

Job Advertisement

Position Title: Finance and Admin Assistant
Location: Lilongwe
Country: Malawi
Deadline Date:

Job Details

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global organization that operates in over 170 countries and territories. Established with the mission to eradicate poverty and reduce inequalities and exclusion, UNDP has been active in Malawi since 196

• The organization collaborates closely with the Government of Malawi, civil society, and the private sector to foster economic growth, sustainable environmental management, and democratic governance. UNDP's initiatives are aligned with the Malawi Agenda 2063 and aim to achieve the Sustainable Development Goals by 203
• The organization focuses on addressing interlinked issues of poverty, inequality, and vulnerability to shocks through two main portfolios: Responsive Institutions and Citizen Engagement, and Resilience and Sustainable Growth.

Job Overview:
The Finance and Admin Assistant will play a crucial role in supporting the operational strategies of the UNDP office in Malawi. This position involves assisting in the implementation of internal standard operating procedures, managing operational files, and participating in cost-saving strategies. The assistant will also be responsible for various administrative tasks, including fuel management, drafting administrative memos, and liaising with government departments. Additionally, the role includes managing lease agreements, maintaining office facilities, and supporting the finance unit with accounting and administrative tasks. The assistant will work under the supervision of the Operations Manager and will be expected to contribute to the overall efficiency and effectiveness of the office's operations.

Duties and Responsibilities:

• Participate in the implementation of operational strategies by supporting the finalization of internal standard operating procedures and managing the Operations share point.
• Assist the administration unit with fuel management, drafting memos, following up on immigration documents, and preparing cost recovery invoices.
• Contribute to the management of common services by tracking budgets, invoicing common services bills, and processing cost recoveries.
• Provide accounting and administrative support to the finance unit, including facilitating check signing, reviewing mobile payments, and assisting with VAT claims.
• Ensure proper document management and follow up on audit files to maintain compliance and accuracy.

Required Qualifications:
Candidates must possess strong organizational skills, attention to detail, and the ability to work collaboratively in a team environment. Proficiency in Microsoft Office applications, particularly Excel, is essential. Familiarity with financial management systems and administrative procedures is also required. Candidates should demonstrate effective communication skills and the ability to manage multiple tasks efficiently.

Educational Background:
A minimum of a bachelor's degree in finance, business administration, or a related field is required. Additional certifications in accounting or finance would be an advantage.

Experience:
Candidates should have at least 1-2 years of relevant experience in finance and administration, preferably within an international organization or a similar environment. Experience in managing operational strategies and administrative processes is highly desirable.

Languages:
Fluency in English is mandatory, both written and spoken. Knowledge of local languages would be considered an asset, enhancing communication with local stakeholders.

Additional Notes:
This position is a national UN Volunteer role, which may involve a contract duration of 12 months with the possibility of extension. The position is full-time, and candidates should be prepared to work in a dynamic and multicultural environment. Compensation will be in accordance with UNDP's policies for national volunteers, including benefits such as health insurance and training opportunities.